Academic Policies

Saint Mary’s University of Minnesota retains the right to change any policies at any time. 

Grading

Instructors assign letter grades based on student performance. The grade in a course represents the extent to which the student learning objectives have been demonstrated by the student. Factors other than those in the student learning objectives and/or about which instruction has not been provided as part of the course may not be considered in the calculation of the grade, unless these are provided in a prerequisite course or are required for admission to the program. Academic and professional performance issues that are not in the student learning objectives may be communicated to the students through measures other than the course grade.

Grades will be posted within 14 calendar days of the last scheduled class session. Grades for doctoral courses will be posted within 30 calendar days of the last scheduled class session.

Grade Values and Points

Saint Mary’s University of Minnesota uses a grade point system to evaluate the overall quality of coursework. The number of grade points earned in a given course is the number of credits for that course multiplied by the quality point corresponding to the grade recorded in that course, as shown below. The cumulative grade point average (GPA) is determined at each degree level by dividing the total grade points earned by the total credits earned.

Undergraduate Programs Grading Scale

The grades of A, AB, B, BC, C, CD, D, F, NC, WF, and X are all used in the calculation of the undergraduate grade point average. All undergraduate courses (except PLA credits) are graded on the following scale. Only grades of D and above are acceptable for credit.

Graduate Programs Grading Scale

The grades of A, B, C, NC, WF, and X are all used in the calculation of the graduate grade point average.

IGrade

The grade of “I” (Incomplete) may or may not be given by the instructor at the student’s request when the required work is not completed. The student must submit a written request to the instructor prior to the final class session. In addition, the student must contact the instructor to ascertain what work remains to be done.

The instructor must report on the official grade roster the grade “I” followed by the grade that the student will receive if the coursework is not completed within 60 calendar days of the last day of the class (e.g. IN or IC or IB). Submission of the grade of “I” without the corresponding letter grade will be treated as an IN.

If the required work is completed in the specified time, the instructor will report a single final grade to the registrar. That grade will replace the Igrade, the incomplete will be removed, and the grade point average will be recomputed accordingly. Otherwise, the provisional grade which was assigned along with the “I” will become a permanent part of the transcript.

A request for an extension beyond 60 calendar days must be submitted, in writing, to the program director. The program director, after conferring with the instructor, may or may not grant the extension. If an extension is approved, a new deadline must be established. Students receiving incompletes in prerequisite courses will not be able to register for the subsequent course.

IP Grade

The IP grade is reserved for courses that are designated to run across semesters where the student is required to complete a defined number of hours such as a practicum or internship. This grade is assigned at the end of the first semester and prior to completion of work. An IP grade should not extend beyond one year.

Change of Grade

Changes of grade cannot be made on the basis of work done after the final grade has been submitted. If instructors discover errors in grades they have reported, an amended grade report must be filed with the registrar. The same process is followed when incompletes are resolved. Any change of grade should be filed shortly after the student’s submission of completed work and grading. A student who grieves a grade must do so within 15 calendar days of the posting of the final grade.

Grade Grievance Procedure

A process has been developed to address a concern that a student may have regarding a course grade. The student’s appeal must be based on grounds other than his or her subjective disagreement with the instructor’s evaluation of his or her work.

The student must discuss the matter with the course instructor within 15 calendar days of the grade being posted on the student’s academic record. The instructor may request that the student provide a written explanation that justifies the need for a change of grade.

If the student feels that a satisfactory resolution is not achieved, the student must discuss the matter with his or her program director within 15 calendar days after meeting with the instructor. The student must provide written justification of the need for a change of grade plus copies of all supporting documents to the program director. The program director will attempt to resolve the issue between the student and course instructor. The program director informs the student of the outcome in writing, within 15 calendar days of meeting with the student.

If the student feels that a satisfactory resolution has not been achieved, the student must forward a written statement describing the grievance, a copy of the written decision by the program director and all supporting documents to the school dean or designee within 15 calendar days of receiving the program director’s decision. The school dean or designee attempts to resolve the issue. The school dean informs the student of the outcome in writing, within 15 calendar days of receiving the written grievance and supporting documents from the student.

The academic dean represents the final level of appeal. If the student feels that a satisfactory resolution has not been achieved, the student must forward a written statement describing the grievance, a copy of the written decision by the program director and school dean and all supporting documents to the academic dean within 15 calendar days of receiving the school dean’s decision. If the academic dean rules in favor of the student and the faculty member is not in agreement, the academic dean may not change the grade other than to assign a grade of P (Pass) or W (Withdrawal). 

Change of Grade Due to Withdrawal from Program

When students withdraw from the university, grades of IP will be changed to W (Withdrawal); grades of Igrade will be changed to the grade given by the instructor in the event that the work is not finished (see Igrade policy).

Class Attendance

Students are expected to attend all classes. Students should not register for a course for which they will be absent. This includes time when the student will be late for class or time when the student will leave early.  The university recognizes the diverse responsibilities of adult learners, and recognizes that unexpected and unavoidable absences may occur. The student is expected to contact the instructor prior to the absence.  Additional class attendance policies may be found in program handbooks or on course syllabi.

Repeating Courses

Students may repeat a course multiple times, but credit may be earned only once for a course. Additionally, all grades from repeated courses appear on the student’s transcript, with the highest grade used to compute the cumulative grade point average.

Student status and financial aid eligibility may be affected if a course is repeated more than once after credit is earned. For questions regarding this issue, please contact the office of financial aid.

Independent Study

Independent study is a learning activity that occurs outside of the formal classroom setting and includes a contract between faculty and students for instructional direction and oversight. To be eligible for independent study, a student must be in good academic standing. Credit is awarded based on one semester credit for 45 clock hours of approved work. Independent study follows an established course syllabus which reflects courses faculty may teach in a formal classroom setting.

 Requests to learn through independent study must be submitted to the program director. The program director identifies a faculty member to facilitate the study.

Graduate Students and College Courses

Graduate students may enroll in undergraduate courses at the College with approval of their program director.  Graduate students may not take courses for zero credit. Graduate students pay the graduate tuition rate and are responsible for any course fees.
 

Continuing Education Credit

Saint Mary’s University does not routinely apply for official continuing education provider status from all professional associations. Students who wish to receive continuing education credit from a particular association must consult with that association for guidance prior to enrolling for a course.

Audit  

Audit status is reserved for Saint Mary’s University of Minnesota alumni or currently enrolled degree seeking Saint Mary’s students. Audit status must be selected upon initial registration in the course and prerequisite requirements for audited courses must be completed. Audit students pay one-half the regular course tuition. Audit courses may not be converted to credit. Audits are allowed on a space-available basis with priority given to full credit registrations and upon the approval of the program staff. Audit is not available for continuing education offerings.

Prerequisites

Students must have passed all prerequisites prior to beginning subsequent courses. Any exceptions granted must be made in writing from the program director before registration will be processed. Programs may require a minimum grade of “B” for a prerequisite course. For program policy see the program handbook.

Change/Add of Program

Students in good standing may elect to change their course of study, including adding another degree or major, before they complete their current program. The request to change course of study must be made in writing to the current program director. To be admitted to the new program, the student must satisfy all admission requirements of that program.  For change of admission status, see admission status policy.

Double Degrees

A double degree is awarded when students combine study toward the Master of Arts, Master of Science, Master of Education, or Master of Business Administration in two different disciplines simultaneously. Double degrees are only available at the master’s level and are not available at the bachelor’s and doctoral levels. The double degree will be granted upon the successful completion of:

1. all required core courses for both programs. When courses are the same or similar in content, one course will be required as approved by the program director.
2. the required number of elective credits for one program. A student may take elective courses from both programs to fulfill this requirement. Students seeking a technical degree or a specialization within a program must take all elective courses from that program.
3. the summative activity, such as the capstone course, from both programs.

Students must notify their program director if seeking a double degree prior to completing the initial degree requirements. Students must be admitted into each program including meeting all prerequisites for the program. Double degrees involving the Master of Arts in Human Development are contracted on an individual basis.

Double Majors

A double major is awarded when students complete required coursework within a single degree, such as Master of Arts or Master of Science degrees. Double majors are available at the bachelor’s and master’s levels. The double major will be granted upon the successful completion of:

1. all required core courses for both programs. When courses are the same or similar in content, one course will be required as approved by the program director.
2. the required number of elective credits for one program. Students may take elective courses from both programs to fulfill this requirement. Students seeking a technical degree or a specialization within a program must take all elective courses from that program.
3. a summative activity, such as the capstone course, for one program that reflects the learning in both disciplines.
4. six credits in the Communications Core (Bachelor’s degree).
5. a minimum of 54 credits completed at Saint Mary’s (Bachelor’s degree).
6. all general education and credit requirements (Bachelor’s degree).

Double majors involving the Master of Arts in Human Development are contracted on an individual basis.

Awarding a Second Bachelors Degree

Students who have been awarded the bachelor’s degree from a regionally-accredited college or university, may be awarded a second bachelor’s degree from Saint Mary’s University. The student must apply and be accepted into the program of study. The degree requirements include completing:

1. at least 36 credits in residency;
2. all required prerequisite coursework, as determined by the published curriculum; and
3. all required coursework for a degree in which the core program curriculum is distinctly different from that of the initial degree.

Field Study

Saint Mary’s University of Minnesota offers the opportunity for students in certain programs to register for courses that meet in one or more foreign countries or at sites within the U.S. The field study is available to increase skills in practice and awareness of globalization as it applies to specific disciplines.

These courses are elective or required depending on the program. Each program has its own requirements and checklist for registration, and all registration is subject to program director approval. All field study courses are based upon syllabi which have met all academic requirements.

Field study fees, travel expenses and other program specific costs shall be determined on a program-to-program basis depending on itinerary and objectives of the field study. Registrations will be reviewed by the program director upon receipt of a deposit that is applied toward fees. If approval to register is granted, the deposit becomes nonrefundable, and students must complete the program checklist. Students will be billed for the balance of the course fee separately, and will be responsible for tuition according to the program in which they are enrolled.

Students must be aware of the following:

• Participation in field studies involves risks not found in study on campus. Students participating in either domestic or in international field studies must obtain, read, and sign the Saint Mary’s University of Minnesota Assumption of Risk and Release from Liability form and return it to their program director.
• Students are responsible for fees in addition to tuition as determined by the individual program offering the course.
• Students are responsible for transportation arrangements and costs such as airfare to and from the field study unless otherwise specified by program.
• In the case of an international field study, students are responsible for obtaining all necessary travel documentation, including a valid passport and required visas, to enter all countries included in the field study. Proper visas and documents to re-enter the U.S. are the responsibility of the student.
• Only registered students are allowed to participate in the field study. No other individuals may accompany registered students.
• Students are responsible for contacting their program director for additional requirements and for receiving individual program checklists.

Intellectual Property

Copyright is a form of protection provided by the laws of the United States (title 17, U. S. Code) to the authors of “original works of authorship,” including literary, dramatic, musical, artistic, and certain other intellectual works. This protection is available to both published and unpublished works. Section 106 of the 1976 Copyright Act generally gives the owner of copyright the exclusive right to do and to authorize others to do the following:

• To reproduce the work in copies or phonorecords;
• To prepare derivative works based upon the work;
• To distribute copies or phonorecords of the work to the public by sale or other transfer of ownership, or by rental, lease, or lending;
• To perform the work publicly, in the case of literary, musical, dramatic, and choreographic works, pantomimes, and motion pictures and other audiovisual works;
• To display the work publicly, in the case of literary, musical, dramatic, and choreographic works, pantomimes, and pictorial, graphic, or sculptural works, including the individual images of a motion picture or other audiovisual work; and
• In the case of sound recordings, to perform the work publicly by means of a digital audio transmission.

Information from Copyright Basics, Circular 1, http://www.copyright.gov/circs/circ1.html.

All undergraduate and graduate student work is protected under intellectual property law. Students own all rights to their papers, responses to assignments and tests, and final program papers and materials, whether in written or electronic form. The university retains no ownership in a student’s work created as part of a university course.

Students with exemplary work may be asked to provide consent to the university for use of their work in a program library. The university may use student work only when written consent is provided by the student and all identifiable student information is removed from the work.

Writing Style

Students should consult their program policies for the program-specific writing style to be adhered to for all classes within the program. A program-specific writing style must be a recognized published editorial style. The use of the American Psychological Association (APA) style is required.

Program Time Limits

Undergraduate and Graduate

All degree requirements must be completed within five years (15 consecutive semesters) with the exception of the Nurse Anesthesia program. The five year period begins with the first semester of coursework. Students who cannot meet this requirement may request extensions in writing from their program director. Extension requests must show a willingness to complete the remainder of the degree requirements on a contractual basis with specific tasks and deadlines.

Students who transfer from one program to another within the Schools of Graduate and Professional Programs will have five years to complete their degree, beginning with the first semester of the new program. All requirements in this policy apply in the event of a program transfer.

Students entering the undergraduate programs with fewer than 60 transferable credits may exceed the five year limit by submitting a timeline for completion of their degree. The plan must be submitted to their adviser and approved by their program director.

Doctoral Programs

For students participating in the Doctorate of Education program, the total time to complete the degree may not exceed eight years.

For students participating in the Doctorate of Psychology program, students must complete all required coursework (except for the dissertation) prior to beginning internship.  The total time to complete the degree may not exceed seven years.

For students participating in the Doctorate of Business Administration program, the total time to complete the degree may not exceed seven years.

The plan must be submitted to their adviser and approved by their program director.

Academic Probation

Undergraduate students must maintain a minimum cumulative grade point average (GPA) of 2.0 each semester. Undergraduate students whose cumulative GPA is below 2.0 are placed on academic probation.

Graduate students must maintain a minimum cumulative grade point average (GPA) of 3.0 each semester. Graduate students whose cumulative GPA is below a 3.0 are placed on academic probation.

To be removed from academic probation, students must raise their cumulative GPA to 2.0 (undergraduate) or 3.0 (graduate) or above after the completion of nine additional credits within their current program.  Failure to do so will result in academic dismissal.

Undergraduate or graduate students who have demonstrated deficiencies in academic performance will be placed on academic probation. To be removed from probation they must successfully follow the provisions of an academic plan formulated by the student’s program director in conjunction with the school dean and with input from faculty to address the deficiencies. Failure to complete any provision of the plan may result in academic dismissal.

Appeal for Academic Reinstatement

A student dismissed for academic reasons may appeal once, in writing, for academic reinstatement. The procedure is:

1. A committee composed of the student’s program director, the school dean who dismissed the student, and one other dean convenes to review the student’s written appeal.
2. The committee, chaired by the other dean, either:
         a.   requests additional information or,
         b.   recommends or does not recommend reinstatement based on review of the appeal.
3. A recommendation for reinstatement shall include:
         a.   specific provisions for making up the academic deficit (e.g. retaking a course) and,
         b.   a date for reinstatement (e.g. immediately or the following semester).
4. The school dean of the schools of graduate and professional programs makes the final decision regarding reinstatement and communicates the decision in writing to the student.
5. The program director monitors the progress of any reinstated student and reports to the school dean whether the student has satisfied the stipulated provisions for reinstatement.
6. The school dean writes to the student that all provisions for reinstatement have been met, or that provisions have not been satisfied. If not, the student is dismissed.
7. The decision of the school dean may be appealed to the academic dean of the Schools of Graduate and Professional Programs of Saint Mary’s University of Minnesota.
    

Withdrawal from the University

Voluntary Withdrawal

Students who wish to voluntarily withdraw from Saint Mary’s University of Minnesota must do so in writing to the program director.

Administrative Withdrawal

Since all degree requirements must be completed within the degree completion time limit, students who exceed this limit will be administratively withdrawn unless an extension is granted. Students who are not registered for the next consecutive semester will be administratively withdrawn.

Students who have been administratively withdrawn due to inactivity may reactivate student status by registering for courses on the student portal within 1 year date of administratively withdrawal.

Students who have been administratively withdrawn and do not register within 1 year of administratively withdrawal must reapply and be accepted before resuming their studies.

Degree Conferral and Graduation

Prior to graduation, candidates must meet all financial obligations to Saint Mary’s University of Minnesota including the graduation fee. The Registrar’s Office will hold transcripts and diplomas for students with outstanding balances; holds will remain until all financial obligations are met.

Candidates must complete all academic requirements prior to program graduation deadlines.

Undergraduate and graduate certificate programs with 27 credits or more are eligible to participate in commencement and will be charged the graduation fee.

Certificates offered with less than 27 credits will not be eligible to participate in commencement and will not be charged the graduation fee.

Twin Cities Campus

Programs within the Schools of Graduate and Professional Programs that are based on the Twin Cities campus commence in Minneapolis. Degrees are conferred three times during the year in June, October and January. Candidates for graduation must submit the Application for Graduation and pay the required graduation fee.

Commencement ceremonies are held three times a year for students whose programs are administered by the Twin Cities campus. Students may not participate in Commencement before they have completed their degree requirements.

Students are eligible to participate in the next Commencement ceremony following their actual degree completion. Students may delay attendance at Commencement.

Winona Campus

Programs within the Schools of Graduate and Professional Programs that are based on the Winona campus commence in Winona. Degrees are conferred in May.

Studenst are eligible to participate if they demonstrate to their program director a plan for completion of all degree requirements by the end of the summer semester.

Diploma Reprint

Saint Mary’s University will reprint a diploma, at the request of the student, to replace a lost, stolen or damaged diploma or to provide a diploma with the student’s current name due to a change in legal name.

Reprints are provided at the student’s cost and will be printed in the university’s current diploma format (including overall design and signatures).

Requests for a reprint of a diploma must be accompanied by the following:

• a completed Saint Mary’s Diploma Reprint Request
• when requesting a reprint due to change in legal name, legal documentation indicating current legal name (ie - copy of current driver’s license, copy of marriage certificate, copy of divorce decree)
• payment of $40 per diploma